Administrative Coordinator, BC Branch

Canadian Media Producers Association; Vancouver; Hybrid; CAD 45,000 - 60,000; Full time

Job summary

A leading organization in the media production sector is seeking an Administrative Coordinator for their BC Branch. This role involves providing comprehensive administrative support, managing member services, and assisting with communications. The ideal candidate will have strong organizational skills, proficiency in Microsoft 365, and a commitment to fostering an inclusive workplace. This position offers a hybrid work schedule based in Vancouver, with opportunities for professional growth.

Qualifications

• Minimum two years of office experience required.
• Exceptional skills in Microsoft 365 and office equipment.
• Knowledge of general Accounts Payable/Receivable processes is an asset.

Responsibilities

• Provide administrative support including scheduling and document preparation.
• Maintain and update BC membership data and assist in organizing events.
• Support Director with scheduling and communications.

Skills

Microsoft 365

Communication

Organization

Detail Oriented

Interpersonal Skills

Education

Office Experience

Tools

QuickBooks

MailChimp

SurveyMonkey

Adobe Acrobat

Job description

About Us

The Canadian Media Producers Association is Canada’s trade association for independent producers. The BC Producers Branch represents over 150 BC-based Canadian independent producers engaged in the development, production and distribution of English-language content for TV, feature film and digital media channels. The CMPA works on behalf of our producer-members to ensure a bright future for domestic media production and Canadian content.

The CMPA is currently seeking a dynamic Administrative Coordinator, BC Branch to support our staff team members in the BC Branch and across the CMPA.

ROLES & RESPONSIBILITIES:

Administration, Finance and Operational

• Provide administrative support as required (e.g. manage boardroom bookings, scheduling of office meetings, Zoom/Teams/conference calls, calendar management, drafting and distributing agendas and other materials, recording minutes and follow-up on action items, preparation of documents and materials, booking travel, accommodations, audio-visual)
• Provide financial administrative support with data entry, invoice management, receipts, expenses, petty cash and coordination as directed
• Answer and direct incoming calls, general telephone and email enquiries, and greet/direct walk-in traffic
• Open and distribute mail, coordinate incoming and outgoing couriers
• Maintain general office filing system
• Order office supplies
• Organize food as required for general kitchen and meetings needs
• Keep the common spaces tidy, liaise with building management concerning maintenance
• General IT services, liaise with IT technicians
• Maintenance of office equipment (e.g. photocopier/printer)

Database

• Enter information in Customer Relationship Management (CRM) system
• Pull CRM reports as required/directed
• Entry of data from QuickBooks into Reel Green Canada tool for CMPA-BC carbon footprint tracking

Member Services

• Maintain and update BC membership data and prepare materials for new member meetings
• Administration and filing of sponsorship agreements
• Gather information from members including company profiles, producer bios, head shots and posters, as required
• Assist in organizing events, including venue research/coordination, catering arrangements, guest lists, invitations, RSVPs and reminders
• Assist the Director, Member Development with post-event/delegation surveys and reports
• Support the administration of the biennial elections process for the Branch Council and assist with the organization of the AGM

Communications

• Monitor the general CMPA-BC email account
• Send communication items and surveys (e.g. MailChimp and SurveyMonkey)

Executive Assistance

• Support Director, Member Services with scheduling, expenses, research, communications and other ad hoc requirements
• Support COO, with scheduling, calendar management, expenses, events, travel arrangements, and communications as required

Additional Responsibilities

• Assist staff with special projects as required
• Liaise with other staff and offices and assist in CMPA - wide initiatives
• Other duties as assigned and in keeping with the level of the job description

REQUIRED COMPETENCIES AND EXPERIENCE:

• Minimum two years of office experience
• Exceptional Microsoft 365 and office equipment and technology skills (Outlook, Word, Excel, PPT, Teams, SharePoint/One Drive, CRM)
• Knowledge of MailChimp, SurveyMonkey, Adobe Acrobat, JotForm, ChatGPT and QuickBooks is an asset
• Knowledge of supplies, equipment, and/or services ordering
• Knowledge of general office IT set-up and requirements
• Knowledge of general Accounts Payable/Receivable processes is an asset
• Ability to maintain filing systems and databases
• Focused, detail oriented
• Proven ability to effectively prioritize, multi-task and manage workflow
• Adaptable to changes in process, systems and organization structures and priorities
• Able to work independently and in a team environment
• Ability to exercise good judgement, show initiative and be proactive
• Able to build and maintain positive and effective working relationships with internal and external parties
• Strong interpersonal, written and oral communication skills
• Industry experience considered an asset
• English (written and spoken) essential
• French (written and spoken) considered an asset

Notes:

REPORTS TO: Managing Vice-President, BC Producers Branch

LOCATION: Full-time position based in Vancouver. Currently hybrid work schedule

The CMPA is committed to advancing equity, diversity, inclusion and accessibility in our organization, and in our work. We striveto create a workplace that honours a diversity of lived experiences, perspectives, abilities, and identities, and to foster and maintain a working and learning environment that is inclusive and equitable. We welcome all applicants. Accommodations are available on request for applicants taking part in all aspects of the selection process.

Interested applicants should apply through our CMPA careers website at:cmpa.bamboohr.com/jobs/ on or before June 2, 2025, at 5 p.m. P.T.

Note: Interviews will commence immediately with qualified applicants until the position is filled.